Receipt Scanning uses OCR (Optical Character Recognition) technology to help you quickly create purchase orders by scanning supplier receipts and automatically capturing the purchase details.
This feature makes it easier to record purchases, especially when working from a mobile device, by reducing the need to manually enter every item from a receipt.
Watch the video below for a walkthrough of how Receipt Scanning works, or head to the detail below.
Accessing Receipt Scanning
You can start Receipt Scanning in a few different ways:
From the Dashboard using the Add Purchase Order button
From within a job through the Purchase Orders tab
By selecting an item and creating a purchase order
Each of these options will provide the option to Scan items from a receipt.
Scanning a receipt
To scan a receipt:
Create or open a purchase order.
Select Scan items from a receipt.
Upload your receipt image.
If you are using a mobile device, you can take a photo of the receipt and upload it directly.
The system will scan the receipt and automatically capture the available purchase information.
If any details are unclear, Buildxact will highlight potential discrepancies so you can review and update the information before adding it to your order.
Adding scanned items to a purchase order
Once the receipt has been scanned:
The captured items will be added to the purchase order.
The scanned receipt will be stored against the purchase order.
Linking receipt items to costs
If you create a standalone purchase order, you may need to link the scanned items to the correct costing areas.
To allocate receipt items:
Select the link option.
Choose the relevant category and item.
Apply the allocation.
If multiple receipt items need to be allocated to the same location, use Apply to all to save time instead of updating each item individually.
Completing the purchase order
After reviewing and allocating your receipt:
Confirm the supplier details.
Add or update the reference number if required.
Confirm the purchase date.
The date will default to today but can be backdated if required.
Save the purchase order.
Mark the purchase order as received.
Once completed, the costs will be reflected against your job costing.
If you have any questions about Receipt Scanning or purchase orders, please contact our support team.